Office Admin Assistant

History General Trading is looking for a well-organised, proactive, and detail-orientated office admin assistant to support our daily administrative and trading operations. The ideal candidate should have good knowledge of Microsoft Excel, strong communication skills, and the ability to coordinate professionally with suppliers, customers, and team members.

The candidate will be responsible for preparing quotations, managing invoices and bills, following up with suppliers, maintaining accurate records, and assisting with purchasing and office operations. Knowledge of AI tools such as ChatGPT to improve productivity, prepare professional emails, and organise administrative tasks will be an advantage.

Key Responsibilities

• Prepare professional quotations, invoices, purchase orders, and other business documents.
• Create and maintain Excel spreadsheets for quotations, purchases, sales, expenses, payments, and supplier records.
• Use Microsoft Excel formulas, filters, sorting, formatting, and basic reporting to manage daily business data.
• Communicate professionally with suppliers to request prices, negotiate rates, check product availability, and confirm delivery schedules.
• Follow up with suppliers regarding quotations, pending orders, deliveries, replacements, and outstanding invoices.
• Contact customers and suppliers through email, WhatsApp, and telephone in a professional manner.
• Compare supplier prices and prepare price comparison sheets to support purchasing decisions.
• Maintain organised records of quotations, invoices, receipts, purchase orders, and other company documents.
• Follow up on pending quotations and customer enquiries and coordinate with the relevant team members.
• Assist with daily purchasing, order processing, stock coordination, and general trading operations.
• Verify prices, quantities, item descriptions, and invoice details before processing documents.
• Use AI tools such as ChatGPT to assist with professional email writing, document preparation, and routine administrative tasks.
• Perform general office administration, data entry, filing, and other duties as required.

Requirements

• Previous experience in office administration, administrative assistance, or a similar role is preferred.
• Good working knowledge of Microsoft Excel and Microsoft Office.
• Ability to prepare quotations, invoices, purchase orders, and business reports accurately.
• Strong verbal and written communication skills.
• Confidence in communicating with suppliers, requesting prices, negotiating, and following up on orders.
• Good email-writing skills and professional telephone communication.
• Basic knowledge of AI tools such as ChatGPT or similar productivity tools.
• Strong organisational skills, attention to detail, and the ability to manage multiple tasks.
• Ability to work independently, meet deadlines, and maintain accurate records.
• Good English communication skills; knowledge of Arabic, Urdu, or Hindi is an advantage.

Preferred Skills

• Experience in a general trading, building materials, construction materials, or supply company.
• Knowledge of supplier sourcing, price comparison, and purchase coordination.
• Familiarity with accounting software such as Zoho Books or Odoo is an advantage.
• Ability to prepare clear Excel reports and handle administrative tasks with minimal supervision.

How to Apply

Interested candidates are requested to send their updated CV directly to:

Email: [email protected]

Please mention “Office Admin Assistant – Job Application” in the email subject line.

Only candidates with relevant administrative skills, good Excel knowledge, and strong supplier communication abilities are encouraged to apply.

Pay: AED1,800.00 - AED2,500.00 per month

Work Location: In person